Creating and Implementing a Sacramental Records Handbook

1. Creating and Implementing a Sacramental Records Handbook By: Claire Galloway Jenkins, C.A. Association of Catholic Diocesan Archivists July 2014

2. Why have a handbook? • To guide the correct procedure of maintaining these extremely valuable records

3. Step 1: Research other sacramental records handbooks.

4. Dioceses with Sacramental Records Handbooks • Archdiocese of Cincinnati • Diocese of Dallas • Diocese of Charleston • Archdiocese of Baltimore • Diocese of Fargo • Archdiocese of Atlanta

5. Components of the Handbook:Foreword • Establishes credibility

6. Components of the Handbook:Introduction • Overview

7. Components of the Handbook:General Norms of Canon Law • Canon law governs the use and maintenance of sacramental records • “norms” = the individual rules of the Code of Canon Law

8. Components of the Handbook:Registers in General • Types: • Baptism (required) • Marriage (required) • Confirmation (required) • Death (required) • First Communion (optional) • Other registers (optional) • Preservation

9. Components of the Handbook:Data Entry in General • Entries are recorded in chronological order

10. Components of the Handbook:General Changes and Additions • Data is official and permanent • There is a correct way to make changes • Major changes vs. minor changes • Non-permitted changes

11. Components of the Handbook:Certificates • Content should be an exact duplicate of the data in the sacramental register • Missing records

12. Components of the Handbook:Baptismal Registers • Information to be recorded • Source for creating the record = Sacristy Record of Baptism • Changes and additions to baptismal entries • Types of baptism • Adoption and baptism

13. Components of the Handbook:Confirmation Registers • Information to be recorded • Notify the church of baptism

14. Components of the Handbook:Marriage Registers • Information to be recorded • Source of data = premarital file • Notify the church of baptism • Convalidation • Sanation • Dispensations and annulments • Premarital files

15. Components of the Handbook:Death Registers • Information to be recorded • Source of data = funeral director • No need to notify the church of baptism

16. Components of the Handbook:Communion Registers • Information to be recorded • Not required to be retained or reported

17. Components of the Handbook:Appendices • Sample entries • Resources

18. Step 2: Draft a handbook for your diocese.

19. Step 3: Seek review of the handbook.

20. Suggested Review Group • Chancellor • Tribunal director • ParishSOFT staff members • Other diocesan archivists

21. Step 4: Formally approve the handbook

22. Approval at the highest level • Executive group at your diocese • Archbishop or bishop

23. Step 5: Promote the handbook.

24. Outreach • Presentations to business managers • Presentations at deanery meetings

25. Support • Timely turnaround with reference requests • Develop a good relationship with your Tribunal

26. Training • Methods: • In-person training • Online videos • Topics: • “Sacramental Records 101” – the basics • “Sacramental Records 201” – advanced • Offer training regularly

27. Contact Information Claire Galloway Jenkins, C.A. (404) 920-7692 cjenkins@archatl.com